Office Coordinator

Office Coordinator Reports To: Director of Human Resources Team : Mission Support Benefits: Full-time, health, dental, vision insurance, Vacation/Sick Leave, Simple IRA, Non-Exempt status Position Summary: The Office Coordinator is responsible for ensuring smooth and efficient office and facility operations that support the overall mission of the agency.

This role helps create a welcoming, safe, clean, and well-maintained environment for staff, clients, volunteers, and visitors while coordinating administrative systems, facility needs, and day-to-day office operations.

Key Responsibilities

Administrative Coordination Organize office operations, manage supply orders, and coordinate mail and correspondence. Greet visitors and support staff with general administrative needs. Maintain office efficiency by organizing systems, equipment procurement, and layouts. Manage office documentation and ensure proper record retention and disposal.

Maintain inventory tracking systems for office, facility, and other assigned supplies and materials. Client and Staff Support Monitor facility entrances and greet and escort guests and clients to FCC personnel. Answer the agency business line during business hours and refer any immediate client needs to the supervisor.

Communicate messages to personnel. Coordinate communication between departments as needed. Ensure all interactions remain respectful, professional, and focused on client well-being. Maintain strict confidentiality while interacting with clients and administering client data. Enter client and volunteer data into the Empower database.

Facility, Maintenance, and Vendor Management Serve as the lead for maintenance projects and facility needs within the building, identifying issues, coordinating repairs, communicating with vendors, and following projects through to completion. Dedicate approximately two hours each workday to routine cleaning, upkeep, and maintenance of the building to ensure a clean, safe, and welcoming environment.

Coordinate facility maintenance and repairs and proactively address building needs as they arise. Manage office supplies, janitorial needs, utilities, and vehicle maintenance. Coordinate with office vendors and service providers, including contracts, pricing, and office leases as assigned. Maintain a safe, secure, clean, and pleasant work environment.

Volunteer and Renewed Hope Support Serve as the on-site host for volunteer groups completing projects in the building, ensuring volunteers are welcomed, understand the project and facility expectations, have the resources they need, and have a positive experience. Complete volunteer data entry for Renewed Hope Thrift Store.

Assist with the organization, sorting, and processing of Renewed Hope items received at the office. Agency and Administrative Support Support Human Resources with onboarding tasks, training coordination, and other assignments. Organize phone and door training for new employees. Identify trends or gaps in office processes and provide recommendations for improvement.

Review and maintain employee timesheets, reimbursements, expenses, and mileage as assigned. Assist Marketing and Development with fundraising efforts and agency events as needed. Training & Professional Development Attend staff meetings and required training sessions. Successfully complete mandatory 20-hour victim counselor training upon hire and other required certifications.

Engage in ongoing training and development relevant to the position. Staff Wellness & Support Communicate effectively with staff and supervisors to foster a supportive work environment, ensure clarity in expectations, and promote collaboration. Adhere to all Family Crisis Centers policies, procedures, and confidentiality requirements.

Adapt to evolving organizational needs by taking on additional responsibilities as necessary. Support agency-wide initiatives and assist with special projects as needed.

Qualifications

Education and Experience

High school diploma or equivalent required. Associate’s degree in business or a related field preferred, or an equivalent combination of education and professional experience. Experience in a non-profit, human services, or community agency setting preferred Knowledge of administrative management practices preferred Skills and Competencies: Strong communication and interpersonal skills.

Excellent organizational, time management, and multitasking abilities. Detail-oriented and proactive in problem-solving Proficient in Microsoft Office and general office equipment Training & Certification: Must complete mandatory victim advocate training within 30 days of employment and fulfill on-going certification requirements.

Travel Requirements: Willingness to travel throughout service area. Background Requirements: Must pass all required background checks, including/not limited to: Criminal and child/dependent adult abuse background checks Sex Offender Registry clearance Must possess a valid driver’s license and adequate motor vehicle insurance.

FCC is an equal opportunity employer. FCC is fair and impartial in all of its relations with its employees and applicants for employment and makes all employment related decisions without regard to race, creed, color, religion, sex, sexual orientation, gender identity, socio-economic status, parental responsibility, language, national origin, age, health status (including HIV-positive), physical or mental disability, or any other categories protected by federal, state, or local law .